Creating and updating Organisation records for ABSTUDY and Assistance for Isolated Children (AIC) purposes 103-04010060

An Organisation record is needed to:

• make ABSTUDY or AIC payments direct to an institution, such as a boarding school or a hostel, or
• raise an ABSTUDY or AIC Organisation overpayment

Organisation records for education institutions are found in Environment B. Once an Organisation record exists in Environment B, overpayments may be raised against the education institution in the Debt Management and Information System (DMIS).

To find out if details of an institution already exist:

• Type ON (Organisation Name Search) in Nxt: and select [Enter]
• A search can be conducted by coding either:
• the exact full name in the Organisation Name: field, or
• a partial name in the Organisation Name: field, with an asterisk ‘*’ at the end (the ‘*’ acts as a wildcard and searches for matches that are close to what was entered), or
• part of the institution’s name a key word in the Keywords: field (this works the same as a wildcard search)
• Select Continue

The Organisation List (OL) screen displays any matches that are found.

There may be multiple records for the same institution. If this is the case, choose the record that displays CEP in the Stakeholder column.

Select the appropriate organisation and select Continue.

The Organisation Details (ORD) screen will display. The record should display AEP in the Service Reasons field. Check all details to make sure the correct record has been found.

If necessary, repeat the search to find the correct education institution Organisation record.

Is the correct record found?

• Yes, to update:
• Contact details, go to Step 8
• Bank details, go to Step 10
• No:
• go to Step 5
• go to Step 4

When the correct Organisation record cannot be found on the Organisation List (OL) screen, a new Organisation record must be created.

Gather as much information as possible about the Organisation, including:

• the postal and street addresses
• phone number
• Australian Business Number (ABN)
• email address
• contact person details if available
• boarding fees for the relevant year (for Hostels and Boarding Schools), and
• organisation bank account details can be obtained using the Education or board provider bank details - ABSTUDY/Assistance for Isolated Children (SY116) form. See the Resources page for a link to the form available on the Services Australia website

Send a Fast Note to the relevant Processing team for creation of the record. Include the reason for the record creation and any further actions required:

• ABSTUDY:
• Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY action requests > Confirm
• Add ‘URGENT’ keyword
• AIC:
• Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC update action required > Confirm
• Procedure ends here

When the correct Organisation record cannot be found on the OL, a new Organisation record will need to be created.

Before creating a new Organisation record, make sure that a thorough search for the education institution record has been done.

Select the appropriate option below:

Organisation bank account details can be obtained using the Education or board provider bank details - ABSTUDY/Assistance for Isolated Children (SY116) form. See the Resources page for a link to the form available on the Services Australia website.

Staff can create or update an Organisation record, to:

• create an Organisation record, see Assessing and coding claims for Assistance for Isolated Children (AIC) Scheme
• update a newly created Organisation record, go to Step 8

Contact the institution to obtain:

• the postal and street addresses
• phone number
• Australian Business Number (ABN)
• email address
• contact person details if available
• boarding fees for the relevant year (for Hostels and Boarding Schools), and
• organisation bank account details can be obtained using the Education or board provider bank details - ABSTUDY/Assistance for Isolated Children (SY116) form. See the Resources page for a link to the form available on the Services Australia website
• go to Step 6

To create a new Organisation record:

• Type SVORG in the Nxt: field and select [Enter]
• The ON screen will display, complete the following fields:
• Organisation Name: type the full name of the education institution
• Stakeholder Code: CEP (Centrelink Education Payment)
• Activity: Add
• Svc Rsn: AEP (CEPS Education Payment)
• Complete the Source and DOR fields as appropriate
• Select Continue
• A message should appear - ‘I046CU - No records found meeting the search criteria’:
• Key AO in the Nxt: field, and
• Select [Enter]

The Add Organisation (AO) screen will display, complete the following fields

• The Business Name and Trading name fields will default to the institution’s name. Only amend if needed
• Add the institution’s Australian Business Number (ABN)
• Add the institution’s physical and postal addresses
• Add the institution’s email address
• Add the contact person details and their position. Coding of the Position field is mandatory
• Add the phone number and follow up with institution if not given
• Add the fax number, if given
• Add the email details of the contact person/institution

Select Continue.

The Organisation Task Selector (OTS) screen will display.

The following selections will be defaulted by the system:

• OSCS Organisation Contact Detail (Name/Phone/Address/Email)
• OSAS Organisation Service Agreement Summary
• OSBS Organisation Service Bank Details

Note: if the above screens are not defaulted by the system, select them within the Organisation Task Selector.

Select any other screens within the Organisation Task Selector that need updating (normally the default screens will be sufficient), then select the Complete Activity screen.

The Reference Numbers (NU) screen must be coded with the organisation’s ABN if not already coded via the AO screen.

Select [Enter] to progress through the screen flow. Manually go to the NU screen if needed before the activity is completed.

If contact details are required or updates needed, select Add Contact from the Organisation Contact Summary (!OSCS) screen:

• Key in the contact person’s details on the Organisation Contact Detail (!OSCD) screen
• Select AEP in the Service Reasons field and select Continue
• Complete the Contact Phone Details (!OSPD) and Contact Address Details (!OCAD) screens as needed and select Continue

If:

• creating a new record, go to Step 9
• bank details require updating, go to Step 10
• no further updates are required, procedure ends here

On the Org Service Agreement Summary (OSAS) screen:

• Select the line containing the AEP code in the Svc Rsn field by coding S next to it and select [Enter]
• Enter I in the Action field on the Org Service Agreement Details (OSAD) screen and select [Enter]
• On the Org Service Fee Details (OSFD) screen, make sure the Fee Code field defaults to Z. Enter I in the Action field and select [Enter]

The Org Service Bank Summary (OSBS) screen will need updating if payments are to be made to this institution

• Select the line containing the AEP code in the SVS Rsn field by coding S next to it. Select [Enter] to be taken to the Org Service Bank Details (OSBD) screen
• Enter the education institution’s bank account details
• The Report Delay Code: field will default to 2WE. This means that the institution will get a fortnightly advice of payments made to them. Update this to DLY

If:

• creating a new record or adding an ABN to the record, go to Step 11
• no further updates are required, procedure ends here

Update the Reference Numbers (NU) screen with the organisation’s ABN if not already coded via the AO screen:

• Enter the code ABN in the Organisation/Type field
• Enter the 11 digit ABN in the Reference Number field and select Continue

When a school or hostel organisation record is created or updated, it may also need equivalent action for that organisation Institution ID in the RDF. The ABSTUDY Payment on Advice (PoA) process and School Term Allowance (STA) attendance checks need the school or hostel to have an accurate Institution ID code in the RDF.

Is the Organisation record being created or updated to allow delivery of ABSTUDY or AIC to a school, hostel or organisation?

• Yes, see Table 2, Step 1
• No, procedure ends here

To identify an Institution ID code for a school, hostel or organisation in RDF:

• enter Codes in the Next: field and select [Enter]
• select Education Institution Summary
• at the Education Institution Summary (EIS) screen:
• enter the applicable State or Territory
• enter the name of the school or hostel using correct spelling
• select [Enter]

If:

• a potential matching record(s) is returned, go to Step 2
• no result is returned, go to Step 4

If more than one Institution ID is returned, all records must be checked to identify the correct Institution ID.

Review details of the Institution ID to confirm if it is the correct school or hostel. This includes comparing the Institution ID details with the organisation CRN details.

If:

• duplicate Institution IDs are identified for the same school, hostel or organisation, go to Step 3
• none of the Institution IDs displayed are correct, go to Step 4
• the correct Institution ID is identified, go to Step 7

If duplicate Institution IDs are found, review the details of each Institution ID to decide the correct/most accurate Institution ID for the school or hostel.

Once the correct Institution ID has been decided, the duplicate Institution ID must be referred to a Course Assessment and Liaison Officer (CALO) for review and to be closed.

• Service Officers:
• Refer the details of both the duplicate Institution IDs to Local Peer Support (LPS), and any updates needed to the correct Institution ID
• Procedure ends here
• LPS, go to Step 6

Before creating a new Institution ID, make sure that a thorough search for the Institution ID has been done.

Reattempt the search using part, or variations, of the school/hostel name. For example, if no results were found searching for ‘Saint Margaret’s Catholic College’, try searching for just ‘Saint Margaret’ or ‘St Margaret’s Catholic College’ instead.

Has the correct Institution ID been found?

• Yes, go to Step 7
• No, for:
• Service Officers, refer the details to Local Peer Support (LPS). Procedure ends here
• LPS, go to Step 5

Creating an Institution ID for a school or hostel is the responsibility of a Course Assessment and Liaison Officer (CALO).

LPS staff must:

• make sure that all details below are obtained before referral to a CALO
• refer the query to a CALO via the Course Approvals Mailbox. See Creating and closing an Institution ID for a school or hostel on the National Course Approvals sub-site

For a new Institution ID to be created by a CALO, the following details must be provided when the request is referred:

• Institution Name
• Organisation CRN
• School Type (For example, Secondary School or Hostel)
• Physical address details
• Phone and Fax numbers
• Email address
• Postal address details
• Comments - Any relevant comments about the institution (For example, a new hostel may need the comment ‘ABY CODE ONLY FOR POA. NO STUDY DONE HERE’.)

Procedure ends here.

Closing an Institution ID for a school or hostel is the responsibility of a Course Assessment and Liaison Officer (CALO).

LPS staff must:

• make sure that all details below are obtained before referral to a CALO
• refer the query via the Course Approvals Mailbox. See Creating and closing an Institution ID for a school or hostel on the National Course Approvals sub-site

For an existing Institution ID to be closed based on it no longer being in operation, or a duplicate entry, give the following details in the referral to the CALO:

• Institution ID to be closed
• Date of closure
• Reason for closure

Are more updates needed to another Institution ID?

• Yes, go to Step 7
• No, procedure ends here

Only staff with the relevant ISP Resource access can update Institution details in RDF.

Is the update required to the institution ORG CRN, address, phone or email?

• Yes, refer the item of work to Local Peer Support (LPS) for allocation to a Service Support Officer (SSO) with the applicable system resource to update RDF.
  To update an Institution’s details in RDF, the following are needed:
• Institution ID code
• the matching organisation CRN
• which details need updating
• new and/or correct details for update
• procedure ends here
• No, updates must be completed by Course Assessment and Liaison Officer (CALO), go to Step 8

Staff must:

• make sure that all details below are obtained before referral to a CALO
• refer the query via the Course Approvals Mailbox. See Creating and closing an Institution ID for a school or hostel on the National Course Approvals sub-site

For an Institution ID to be updated, give the following details in the referral to the CALO:

• Institution ID to be updated
• Date of change required
• Reason for update

Procedure ends here.